office relocation project management plan assignment

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Office Relocation Project Plan the Key to a Successful Office Move

Moving an office can be hectic, stressful and a huge task to undertake without the right preparations and plans in place. If this is your first-time moving offices, you may have no clue where to start or what to look for in a good plan.

We are here to provide you with the foundations to follow to make your next office move a seamless process.

Table of contents

• What is an Office Relocation Project Plan?

Why is an Office Relocation Plan Essential for Your Office Move?

• Steps to Follow When Developing an Office Relocation Project Plan
• Assemble Your Project Planning Team and Establish Who Will Be the Leader of Your Move
• Determine Your Key Dates
• Put Together an Estimated Relocation Budget
• Establish the Requirements for Your Office Space
• Assess Spaces and Determine the Type of Lease You Will Need
• Determine the Type of Moving Company You Will Use
• Notify the Following Groups: Your Employees, Service Providers and Customers
• Plan Your New Office Space, Furniture Layouts and Organize Your Files
• Prepare All Marketing Materials to Reflect the New Information
• What tools or software do you need to make an office relocation plan?
• Additional Office Relocation Resources

How Chipman Relocation & Logistics Can Help

What is an office relocation project plan .

An office relocation plan refers to a process document that identifies and outlines all the steps that are necessary to complete an office move. This plan can vary in detail but typically touches on aspects such as identifying the people in charge of the move, timeline, budget, inventory, and how you will communicate the move to everyone affected.

As with any major project, proper planning and organization are key to a successful office move. Once the decision to relocate is made, the first task is to create an Office Relocation Project Plan. This is one of the most important steps taken in an office move.

By creating an outline of every step in the moving process, you ensure necessary tasks are completed in the required timeframe. When following a good project plan, downtime and loss of productivity are kept to a minimum as the move is successfully completed on time and on budget.

9 Steps to Follow When Developing an Office Relocation Project Plan

1. assemble your project planning team and establish who will be the leader of your move.

Determine who will be the primary person in charge of the move, whether it be you or someone else within your company. This person will serve as the in-office move coordinator. He or she should be a great organizer, have the authority to represent your company, and be capable of making snap decisions when necessary.

We recommend you stick to a small project planning team. The in-office move coordinator will serve as leader of this team, and together the team will create your office relocation plan.

2.  Determine Your Key Dates 

Know or determine your key dates, such as current lease termination, preferred move date, new lease signing, new office build-out start and finish, and final date for completion of the move.

3.  Put Together an Estimated Relocation Budget

When estimating your office relocation budget here are items to consider as potential expenses:

• The office mover's cost
• New office costs
• Existing office repairs
• Additional hours for staff
• Any fees incurred from terminating your lease early
• Any extra services for packing, installing IT systems, special transportation etc.

Review the budget periodically to ensure the move stays within the budget.

4. Establish the Requirements for Your Office Space

Depending on the type of company you work for, the office you need may vary widely. During the relocation plan it is extremely important to establish what are your non-negotiables when it comes to an office space for it to be the optimum place for productivity and the success of your business.

Ask yourselves the following questions when considering your requirements for an office:

• Does the property owner offer insurance?
• Does the space accommodate the size of your company comfortably?
• Does the space allow for scalable growth?
• How does heating and cooling work in the building?
• What amenities does it offer (kitchen, lounges, number of bathrooms etc.)?
• Does the neighborhood around the office have restaurants, supermarkets, and other social areas?
• Is the office easy to reach via various forms of transportation?
• Will it be easy to set up computers, monitors, printers?

Minute details such as the number of outlets the space offers may not come to mind at first but can affect the efficiency of the office and how your employees perform in the space.

5. Assess Spaces and Determine the Type of Lease You Will Need

Now that you have determined what your office non-negotiables are, select the new office location based off your needs and negotiate a lease if you do not own the new building. Decide in advance the type and length of lease you need.

The three main type of office leases are:

• Modified Gross

6. Determine the Type of Moving Company You Will Use 

Decide if you will use full-service movers before creating your project plan. If you work with a full-service mover, details of the physical move can be handled by a professional move coordinator. Your mover will manage the relocation for you, so those details do not need to be included in your project plan. You will, however, need to include in your plan the process of selecting the best full-service office movers.

7. Notify the Following Groups: Your Employees, Service Providers and Customers

  when to tell your employees.

Inform employees of the upcoming move, as early as possible. If you are making a long-distance relocation, discuss relocation packages. Keep employees informed throughout the process via regular emails, posted notices and announcements during company meetings. You can also prepare a relocation FAQ or guideline to answer anticipated questions.

When to Tell Customers and Vendors

Notify customers and vendors about the upcoming relocation. Take advantage of this opportunity to communicate with your current, former, and prospective customers multiple times throughout the relocation process. Announce the upcoming move. If you are relocating due to company growth, proudly tell customers and vendors. Later send an update about how well plans for the relocation are going, and then announce completion of the move.

What Service Providers Should You Notify

You should notify the following groups about your office location change:

• The post office, UPS, FedEx, and any other delivery service consistently used
• Relevant government departments
• Phone and data providers.
• Any ongoing subscription services such as newspapers, magazines etc.

8. Plan Your New Office Space, Furniture Layouts, and Organize Your Files

If you are planning to redesign the style of the office, reorganize layouts or completely revamp your furniture, an office move is the prime time to do so. And including these items in your office relocation plan can help streamline the process.

When planning for the new office space consider the following:

• What is the best floor plan for the space: Decide how to layout office furniture, establish co-working/communal spaces, and analyze the best places to put commonly trafficked areas such as copy rooms in a way that will not cause overcrowding in one area? Once you create this plan share it with your team, your moving company, and anyone else that will be helping set up the office such as furniture suppliers or an IT company.
• Take inventory of your current furniture and office amenities: An office relocation presents a suitable time to replace outdated equipment and furnishings. Perform an inventory and decide what items will be moved or replaced. Also, decide how you will dispose of the outdated office furniture and equipment.
• Declutter your files: Office relocation also provides a fantastic opportunity to purge unnecessary files and move paper records to digital. You might also consider offsite records storage to free up office space.

9. Prepare All Marketing Materials to Reflect the New Information

Update all marketing collateral including the company website and online citations, brochures, stationery, business cards, etc.

What tools or software do you need to make an office relocation plan? 

You do not need state-of-the-art software or fancy tools to develop an organized scalable office relocation plan. We recommend you build the plan in a Word document or Excel Spreadsheet. If you have multiple people working on the plan together a cloud-based platform that everyone can access such as Google Sheets would work well. If you list every task that must be taken to complete the move, who will be responsible for each one, and when the task should be completed your office relocation plan can live within any document.

Take Office Relocation Planning One Step at a Time

Take as much time as needed to build your office relocation project plan. Refine the plan throughout the relocation process as necessary, and periodically check in with responsible parties for each task to ensure those tasks are completed as scheduled. Building and adhering to a good plan will provide the organization your office relocation needs to be a successful move that is on time and on budget.

Whether you're looking to move from city to city or state to state, Chipman offers a unique and personalized moving service. Our expert staff of relocators, movers, and drivers will handle all your packing, moving, deconstruction, and reconstruction from start to finish. To find out more about what all we can do to help for your next move, explore our services below.

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A Guide to Office Relocation Project Management

Office relocation project management.

Moving your office is one of the largest financial investment your business is likely to make, yet many companies don't have the experience, time or resources to plan and execute and office relocation project plan effectively.

This step-by-step guide will give you some top tips on how to project manage your office relocation and which external advisors you need on your team to execute a smooth and successful office move:

Step 1: Appoint a Leader

Someone (within your organization) needs to be responsible for project managing the office relocation. They need to be well organized and a good manager of people and processes.

Step 2: Get a Checklist

An Office Move Checklist will guide you through the entire office relocation project and outline which tasks need to be done - and when. The Office Move Checklist will be your roadmap to navigate your business through a smooth office relocation.

Step 3: Clarify your Requirements

Define exactly what you are looking for in the new office space. Taking into consideration size, facilities, location, type and style of building etc. Use the Office Space Calculator to work out how much office space you are going to need.

Step 4: Book your Moving Company

As soon as you know your moving date, you need to book and confirm an Office Moving Company to carry out the move. It's wise to shop around and get 3 estimates from various office moving companies in your area so you can achieve best value.

Step 5: Appoint a Tenant Rep Broker

A Tenant Rep Broker will be responsible for finding and securing the right office space on your behalf. Their role is invaluable in negotiating the a favorable office lease deal on your behalf with the Landlord.

Step 6: Appoint a Real Estate Lawyer

Once you have found the ideal office space, a Real Estate Lawyer will review the office lease, following the negotiations with your Tenant Rep Broker, to ensure everything has been accurately documented and your company's legal interests are protected.

Step 7: Office Design & Space Planning

To get your new office looking fully functional and make it an inspiring place to visit and work, you need to engage the services of an Office Design Company . They'll be able to review your working practices, culture and corporate image and advise on color scheme, office furniture and space layout.

Step 8: Plan your IT Relocation

Moving PCs and business phone systems require logistical planning, and you will need to ensure your new office has the correct cabling installed so that everything functions as it should on the first morning in your new office. Use the IT Relocation Checklist to ensure you have all bases covered as far as your business critical equipment is concerned.

For more help and guidance on project managing an Office Relocation, download the FREE Office Move Checklist to plan every step of your office move.

Planning an office move? Go the office relocation planning resource center

Start Planning Your Office Move

Wherever you are in your office move process Help Moving Office has the information you need to plan your office move properly.

Access The Resource Center

With over 15 guides, checklists, tools & calculators the Resource Center has everything you need to plan, organize & manage a successful office move.

Office Relocation Services Directory

Looking for the right companies for your office move? Connect with independently sourced and pre-qualified vendors that are experts in your local market.

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• Office relocation / Project Planning / Project Plans and Templates / WBS

Office Relocation Plan Work Breakdown Structure

by admin · November 28, 2018

The purpose of this document is to provide project managers and team members with an overview of the requirements for an office relocation. This office relocation plan document can also be used as a checklist in support of an existing office relocation project.

1.1. Project Management

1.1.1. Planning

1.1.2. Budgeting

1.1.3. Scheduling

1.1.4. Procurement Management

1.1.5. Quality Management

1.2. Requirements Definition

1.2.1. New Office Location

1.2.1.1. Customer Base Analysis

1.2.1.2. Physical Office Structure

1.2.2. Constraint Identification

1.2.3. Staffing Plan

1.3. New Office Site Selection

1.3.1. Contract / Lease New Facility

1.3.2. Facilities Access Agreement New Office Location

1.3.3. Notify Existing Realtor

1.4. New Office Design

1.4.1. Architectural Drawings

1.4.1.1. Interior

1.4.1.1.1. Computer Room

1.4.1.1.2. Product Lab

1.4.1.1.3. Offices

1.4.1.1.4. Boardroom

1.4.1.1.5. Meeting Rooms

1.4.1.1.6. Cubicles

1.4.1.1.7. Reception

1.4.1.1.8. Open Areas

1.4.1.1.9. Employee Areas

1.4.1.1.10. Bathrooms

1.4.1.2. Exterior

1.4.1.2.1. Veranda

1.4.1.2.2. Parking

1.4.2. Interior Design

1.4.2.1. Lighting

1.4.2.2. Flooring

1.4.2.3. Walls / Partitions

1.4.2.4. Furnishings

1.4.2.5. Fittings

1.4.3. Communications Requirements

1.4.3.1. Computer Network

1.4.3.1.1. Cabling

1.4.3.1.2. Electrical

1.4.3.2. Voice Network

1.4.3.2.1. Cabling

1.4.4. Security System

1.4.4.1. Key Card Access

1.4.4.2. Physical Security

1.5. Construction Build Out

1.5.1. Planning Permission

1.5.2. Bid Process

1.5.2.1. Vendor Selection

1.5.2.2. Vendor Contracts

1.5.3. Utilities

1.5.3.1. Open Accounts

1.5.3.2. Activation

1.5.4. Interior Construction

1.5.5. Exterior Construction

1.6. Communications Network Build Out

1.6.1. Bid Process

1.6.1.1. Vendor Selection

1.6.1.2. Vendor Contracts

1.6.2. Equipment Purchase and Acquisition

1.6.2.1. Vendor Selection

1.6.2.2. Vendor Contracts

1.6.3. Cabling

1.6.4. Internet Connectivity

1.6.5. Phone System

1.6.6. New Equipment Implementation

1.7. Interior Design

1.7.1. Painting

1.7.2. Flooring

1.7.3. Furnishings and Fittings

1.7.3.1. Vendor Selection

1.7.3.2. Vendor Contracts

1.7.4. Installation

1.8. Quality Review

1.8.1. Code Compliance

1.8.1.1. Construction

1.8.1.2. Electrical

1.8.2. Occupancy Certificate

1.9. Existing Location

1.9.1. Purchase Packing Materials

1.9.2. Moving Company

1.9.2.1. Estimates

1.9.2.2. Vendor Selection

1.9.2.3. Insurance

1.9.3. Staff Packing

1.9.3.1. Paperwork

1.9.3.2. PCs

1.9.3.3. Network Hardware

1.9.4. Cleaning Company

1.10.New Location

1.10.1. Cleaning Company

1.10.2. Staff Unpacking

1.10.2.1. PC Setup

1.10.3. Packing Materials Disposal / Recycling

1.11.New Office Maintenance

1.11.1. Housekeeping

1.11.2. Insurance

1.11.3. Sanitation Services

1.12.Marketing

1.12.1. Change of Address Notification

1.12.1.1. Customers

1.12.1.2. WWW

1.12.1.3. Print Media

1.12.1.4. Radio

1.12.2. Staff Business Cards

1.12.3. Corporate Letterhead and Materials

Microsoft Office Format of Office Relocation Work Breakdown Structure

Tags: office relocation project planning WBS

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Office Relocation Project Plan Template

What is an Office Relocation Project Plan?

An office relocation project plan outlines the steps of a project and the strategy needed to move an office from one space to another. It outlines the various aspects of the project, such as timelines, objectives, actions, measures, and targets, to help ensure the successful relocation of the office. It also serves to track progress and facilitate communication between stakeholders.

What's included in this Office Relocation Project Plan template?

• 3 focus areas
• 6 objectives

Each focus area has its own objectives, projects, and KPIs to ensure that the strategy is comprehensive and effective.

Who is the Office Relocation Project Plan template for?

This office relocation project plan template is designed to help project managers, teams, and other stakeholders in various industries plan an office relocation or renovation. It provides a structure to help identify and prioritize key objectives, develop effective strategies, and set measurable targets (KPIs) to track success. The template also includes best practices and tips to help ensure a successful project.

1. Define clear examples of your focus areas

Focus areas are the broad topics that you want to tackle during a project. For example, when planning an office relocation, your focus areas could be plan office relocation, establish new office layout, and purchase new office furniture. These focus areas will help guide your strategy and structure the project plan.

2. Think about the objectives that could fall under that focus area

Objectives are the goals you want to achieve for each focus area. For example, for the focus area 'Plan Office Relocation', possible objectives could be to minimize disruption to workflow and minimize costs. Objectives should be specific and measurable.

3. Set measurable targets (KPIs) to tackle the objective

Key Performance Indicators (KPIs) are a set of specific, measurable targets that help you track progress towards an objective. When setting KPIs, you should identify an initial value, a target value, and a unit of measurement (such as days, tasks, or dollars). For example, the KPI for the objective 'Minimize disruption to workflow' could be to decrease the average disruption time from 1.5 days to 0.5 days.

4. Implement related projects to achieve the KPIs

Projects are the related actions needed to achieve the KPIs. For example, for the KPI 'Decrease disruption time from 1.5 days to 0.5 days', the related project could be to map out a timeline for the relocation. Projects should be specific, actionable, and achievable.

5. Utilize Cascade Strategy Execution Platform to see faster results from your strategy

Cascade Strategy Execution Platform is designed to help teams develop and execute effective strategies. It provides a structured approach to help define objectives, set measurable targets, and track progress. With Cascade, teams can quickly create project plans, track progress, and see faster results from their strategies.

Office Relocation Project Management

Added on   2020-12-29

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How to Plan an Office Relocation

Here’s everything you need to know for a seamless and stress-free office move, with a comprehensive office move checklist

Moving is a normal part of life, but that fact doesn’t make it any less stressful. It’s never an easy decision to make, but many businesses have to move to a new space at least once as their needs change. Whether you’re moving because of rapid growth, a better location or market reach, it’s too easy to get lost in the sea of paperwork and cardboard boxes that pile up during this process, all while you still have a business to run. To make your move a little simpler, use our office relocation project plan (and download it as a spreadsheet ) to guide you through the entire process of moving an office, from planning to unpacking.

Getting Started

Long before you begin packing up, you should start assembling your relocation plan. In the early stages it doesn’t need to be completely concrete, but the details of your strategy should become clearer as the move draws nearer. Begin with the big picture stuff, including the general area in which you plan to settle, lease stipulations and employee needs.

Many businesses end up moving for ease of accessibility, so both your clients and employees need to be able to access your new location. Their satisfaction should be one of your top priorities. Understand your brand’s public perception as well as the feel of the neighborhoods you’re considering, assuring that it makes sense for you to relocate there. Draft your business development and expansion strategy with expansion in mind, noting new hires and space requirements that you might need over the next several years. Each company’s needs will be slightly different, so consider the ways in which your business will have to adapt to a new area and space.

After you have taken all of these factors into consideration, you should start looking for a reliable broker or business real estate agent to help you along in the process. On some occasions, you’ll be able to find a suitable office location on your own, but it can be quite a challenging and time consuming process. Moreover, some landlords work only with real estate brokers, limiting your options. Some businesses can rarely have a detailed look at a space for lease without a broker unless you are part of a large company or corporation.

You should also discuss the move with your stakeholders, including investors and employees, so you need a broker who is able to present multiple locations for consideration. Not all locations are created equal and not all of the available options will fit into your sometimes limited budget, so you will want to gather and pore over a varied list of possible office locations. Take your time and compare the advantages and disadvantages of each location. In the real world, there is no place that offers only advantages, no matter how perfect it might seem.

Space Options

Planning an office move is a critical business decision, so of course it shouldn’t be taken lightly. You’ll more than likely call your new office home for the next few years or decades, meaning that you should carefully consider your motivations and needs behind the relocation. More importantly, you need to know in great detail how the new office will address your pressing business needs. Assess all your current expenditures and compare them against the new office location. Take into consideration all the services you need to run your business smoothly and put them on the list to check how the new place compares to your current infrastructure. Nowadays, there are plenty of different ways to rent office space.

The traditional route is the classic leased building. Under this model, you will likely pay a monthly fee for your space, which will also often require a multi-year lease as well. You’re locked into this space for a while, so it’s crucial that it meets a majority of your needs. This option is stable and allows you to come to work each day in a space all your own, which is ideal for companies that want to stay in their new space for a long time.

A fresh option that’s especially viable for newer companies and startups is coworking, which allows you to rent a space inside of a larger facility that is shared between other companies, teams and freelancers. You likely won’t have to sign a lease, making it easy to cancel and relocate if you find a better space for your brand to grow. Coworking is especially popular among the younger crowd, allowing them to work side-by-side with other young professionals with different backgrounds and experience. However, you have to compromise on privacy at least a little bit. Only you can decide the right space for your relocation, so make sure you’re considering each option available to you, even the less obvious ones. You might be surprised at the location that ends up being the perfect fit.

Office Requirements

Now that you’re considering a variety of spaces, it’s time to get picky. Focus on tiny details that could become huge problems down the line. First and foremost, make sure that you can afford the rent, taking into consideration the fact that you’ll likely be signing a lease. Other obvious considerations should be if the landlord offers insurance, if the office can fit everyone comfortably and if it’s easily scalable for future growth. But there are plenty of other factors to include in your deliberations.

Look for a good number of conference rooms. Ensure that there is heating and cooling built into the space. Include amenities like a kitchen, communal spaces, multiple bathrooms, and even showers. Scour the immediate area for restaurants, shops, and cafés. Consider public transportation and parking. Make sure that clients and employees will feel safe and can find you easily. Count the number of power sockets. These details will make or break your new space.

You should start getting a budget in place comprising of current figures and costs associated with your new location. Costs could be either lower or higher depending on the reason for the move, so it’s up to you to decide whether these expenditures are defendable from a financial standpoint. You’ll also need to plan also for relocation expenses and any bumps in the road that may come along. Moving costs include professional movers, shipping office furniture and losses due to downtime during the move. These are one-time expenditures, but they still impact your bottom line, so plan carefully.

Once you have selected your new place, you need to finalize your office relocation project plan to make the process as easy as possible. Before the moving trucks come, make sure you’ve finalized the lease for the new location and notified your current landlord of your move-out date. Advise your staff far in advance of the date and location of the move. Create a master list of everything, like mail services and bank accounts, that might be affected by moving, then send them moving notices. Bid and draft a contract with a moving company. You can also consider hiring an interior designer for the new office. Hold a meeting with everyone involved with the move at your new location at least three weeks in advance to ensure all details are covered and all responsibilities are clear.

Before the Move

It’s now time to get into the fine details. You should reserve elevators and loading docks for moving day and inventory everything you plan to bring along. A good rule of thumb is to plan to move any non-essential items first, then tackle bigger pieces. Another best practice is to label all boxes before the move. Audit your building keys and store them safely. Arrange for the storage or disposal of old files. Look into updated or new contracts for internet, utilities, office supplies, and other equipment like printers. Order updated stationery, business cards, and checks, plus any new office furniture or decor you might need. Make sure you’re listed in the new building directory.

On the employee side, there are plenty of other ways to prepare. Organize a staff moving committee if there is enough interest or need, then delegate responsibilities. Schedule and prepare an agenda for an employee moving meeting. Finalize a new seating plan or layout. Assign moving supervisors from each department who can look over more specific needs. Schedule post-move training for safety procedures. Distribute access cards and keys to your employees for easy access. Develop a master relocation project schedule, including packing, unpacking, stocking, and cleanup. You want to be operational as soon as possible after the move. Verify your moving insurance, set security procedures, and make sure you can access the new location. Arrange for your staff to tour new premises a few weeks prior to the move to get acquainted with the new space.

Thanks to all the planning before the big day, it might seem anticlimactic when it actually comes. Arrange with your building manager to have the air conditioning on during the move. Begin installing big equipment like servers as soon as possible. Keep an eye on your emergency contact list of experts for elevator maintenance, utilities, internet, and moving. Safety is your first and biggest priority. While the process is happening, make sure that you’re focusing both on big-picture stuff and smaller details, making sure that everyone knows their role and is contributing equally. Your employees should have the day off, and you’ll likely make the move over a weekend.

After the Move

Everything is inside and the movers have driven away. Now the harder work begins. Install and test your routers, computers, telephones and printers, making sure each works and troubleshooting as you go along. Devise and internally distribute a new phone list and office map, outlining the locations of departments, administrators and managers. Complete a detailed walkthrough of the premises, noting any issues or damages to report to the moving company or building owner. Audit the final invoice from the moving company against your contract.

You’re not entirely done with your old space yet. Confirm the termination of your old lease or agreement. Collect parking passes, security cards and keys for your old facility and ensure their return to the landlord. Transfer your insurance to your new location if you have not already done so, getting insurance certificates in the process. Complete and file all warranty information for all new furniture and equipment and update your fixed asset accounting system for all of those pieces as well. Confirm that your address has been correctly updated everywhere it needs to be. Schedule a press release and client announcement for the next business day.

Finishing Up

Moving can be one of the hardest yet most rewarding changes your business will face. After the move, make sure you take a moment to breathe and try to move beyond the stress of relocation. Give your teammates and employees the same treatment, especially if they have called the old location home for quite a while. Just like when you move houses, changing up your office space can be both exciting and hard to process at first.

In the first few days of operation, make an effort to be positive and to improve office culture. Your entire team has been through a lot, so make sure everyone feels appreciated. The relocation will be much easier if you lead by example and treat the new space as a beneficial and necessary step forward. Ask your employees what they want to see in the office and try to make it happen within your means. Make sure to create excitement, give regular updates, and involve your people throughout the whole process!

Key Takeaways

A business relocation plan is no easy job. It may involve dozens upon dozens of tasks and cover thousands of items, even in the case of a small business. However, the more thorough you are, the easier the move is likely to be. Laying the right groundwork is essential to success. When you’re considering a move or getting ready to relocate, make sure you do the following:

1. Draft a relocation plan including your desired area, your needs and wants, and how long you plan to stay.

2. Consider many different types of spaces for your new office, including ones you may never have decided to tour.

3. Create a tight budget and finalize your office relocation project plan weeks before your moving date.

4. Set yourself up for success by reserving elevators, setting up the internet and completing other small tasks before you start moving.

5. Install equipment and clean the new space as soon as possible to be able to reopen as soon as possible.

6. Treat the space like home and make sure to take a little time to relax.

Don’t forget about moving insurance, which is actually a must-have for many businesses. Cleaning up your last office location is another task you should have on your list. Really, any office move is a stressful experience, but if you equip your team with a comprehensive office move plan and have a thorough checklist in place, you can make the entire process more pleasant and efficient for everyone involved.

Download the Checklist for New Offices

Fill your space the right way with this supply list.

The Checklist for Your New Office

Whether you’re moving into your very first office or changing from one facility to another, most businesses will have to deal with the hassle of relocation at some point in their lifespans. Even the idea of moving can be stressful, but with the right planning, you can make the process a breeze. Setting up a new office can even act like an effective test of your business planning capacity, requiring you and your colleagues to mobilize your budget management , design and visualization skills to incorporate all of your essentials into one ideal workspace.

The new office setup checklist won’t work perfectly if you decide to leave it to chance. Solving sudden problems on the fly is an exception to this rule, but careful planning will only serve to make everything easier. Every office, from small spaces to startups to established offices, can benefit from planning ahead. Use this checklist to make the entire process — from choosing a security system to completing finishing touches — as easy as possible.

Picking a Location

While you may already have your ideal future location in mind, remain open to new possibilities until you sign your lease or ink a deal. You never know when the perfect space might come along. It’s suggested that you do your research and check out the area both online and in person. Look into safety concerns like crime rates and law enforcement, wellness factors like walkability and access to amenities, and business perks like proximity to clients.

Prioritize the health and safety of your employees — even if one location might be cheaper, consider the area as a whole before you commit to a lease. While picking your new location, don’t forget to consider other aspects of your business. Newer businesses could move into a coworking space instead of a traditional office building. Moving into an up-and-coming neighborhood could make your office look savvy and smart without much effort. Location, after all, is the reason why you’re planning to move. Make it count.

Managing Security

In the midst of the hectic moving process, many new managers forget that they need their new office to be a secure place. After all, moving is a perfect chance to install security measures with little downtime and relative ease. At the same time, consider internal security. For example, you need to decide between separate offices or divided desks. Most startups also share office space, so think about enacting security measures for an open, shared office, including locked cabinets and strong passwords.

The best way to accomplish total security in a modern office is with an access control system, which allows you to assign badges to all of your employees and monitor their access to certain amenities, including conference rooms and elevators, using card readers. If you are renting a space or just sharing a coworking office, you might not be in charge of the building’s access control, meaning that you need to seek approvals and permissions from the building manager. In contrast, you might be able to equip your rented or self-owned space with electronic access control and manage it all from your own central network. Choosing the right doors and locks, organizing alarms and detectors, and assigning proper access levels will help you serve the needs of your team while keeping your space safer. The good thing about modern security is that it’s incredibly smart, so you won’t have to worry about installing complex systems — in many cases, you can rely on a mobile app.

Optimizing Access Control

When managing security in your new office, you need to think ahead of any security issues, including burglary and natural disasters like fires. While they are worthwhile investments, nearly any camera or other alarm input can be deactivated, and a single locking mechanism can be broken if used as a standalone safety measure. In these cases, there is human factor that accounts for security breaches and information leaks. Access control systems allow workplaces to find an all-around solution to their safety needs, serving as an umbrella of multiple security devices that help to maintain safety within the premises. Access control also helps to protect valuable or sensitive assets and allows you to authenticate and authorize every cardholder and visitor who walks through your office. As an employer, this give your the power to identify your the appropriate level of access for each of your workers based on their role within an organization. For example, you can control when certain employees can enter the building and who has access to assets like laboratories or server rooms.

Legacy access control requires investment in servers, wires and in-house personnel who can supervise work on the system. As opposed to traditional physical access control systems, cloud-based access control is more cost-effective as it does not entail huge costs upfront, although owners of each space should seriously consider which type of system is right for them. Cloud-based is can be scaled easily and is more flexible, sparing you the hassle of hardwired components. Moreover, with IP access control, you can entrust your security to a service provider who will overlook all the processes all year round, so there’s no need to hire a security manager.

Choosing Equipment

After you’ve dealt with security, it’s time to think about the extra components of your office. Think workstations, internet, and furniture and decor. These are the basics for offices of any size, and they shouldn’t be chosen last-minute. Consider what, exactly, you’ll need for your space, both for business and for employee satisfaction. Make sure you have at least the basics in your kitchen, plus perks like vending machines and a dishwasher. You should have both private office space and communal areas for collaborative work. Furniture should be well-made and designed to work with your office’s layout and design style. Visualizing how a typical day or week at work would look like is a helpful exercise to use when deciding how to fill your space with equipment.

One of the most important resources to immediately check off of your office setup plan is setting up your internet connection. Establishing internet is the easiest way to get your workspace back online without too much interruption. Necessary physical technology most often includes phones, a fax machine, copiers, shredders, projectors, computers and servers. If you’re working with a limited budget, you should only include the essentials and avoid investing in larger equipment. It might be wiser, for example, to outsource printing, copying or faxing services to an external provider. To save money, especially in coworking spaces, you can try a bring-your-own-device (BYOD) policy. You should also invest in software such as anti-viruses as well as various applications needed to run your business. Office supplies like stationery and pens should also be stocked before you open your doors.

Sample Checklist for Small Offices

The small office set up plan is a challenging task, but with a bit more attention to detail, you can turn your new space into a functional and pleasant workplace. Pay attention to these details:

• Decide whether to rent or lease equipment and services to save money and space.
• Design a smart office layout, including steps like placing team members as neighbors and providing equal access to certain communal amenities like files and the kitchen.
• Maximize the potential of the floor plan by examining each separate areas. Include a small reception desk instead an entire area, meeting tables instead of conference rooms and kitchen space that can possibly replace a conference room when there are no free ones.
• Remove unwieldy furniture and unnecessary IT equipment that will only take up extra space and make planning harder. Really think this part through — it can impact your office for years to come.
• Maintain safety and security standards by thinking about these needs in new ways. Choose ergonomic furniture, proper internal and external lighting, private workstations, fire extinguishers and a smart access control system.
• Don’t forget about interior design choices. Make sure you have a consistent style throughout your space, which will be better for both your employees and visitors.
• If your office is animal-friendly, think of how this policy might affect the daily work of your employees in such a small space.
• You can cut down a long list for a small office set up by paying attention to what you can do by yourself and what is best left to others.

Sample Checklist for Startups

A startup office needs to be able to respond to rapidly changing needs. Launching a new business in a real office comes with plenty of risks, mostly due to space and budget constraints. Pay attention to these details:

• Understand if you own or lease your workspace. Be wary about signing a multi-year lease, especially if you anticipate rapid growth.
• Consider coworking, which is good for startups that want a formal space, but don’t need a great deal of room.
• Think ahead about working from home and if this will mean you will implement a BYOD policy. Requiring your employees to provide their own device can reduce costs and make remote working much easier.
• Look into what, if any, alterations can be made to the decor and design of your rented space.
• Decide if you plan to work with your building’s wireless network or if you plan to install your own servers, which can increase internet speed, security, and fidelity.
• Plan ahead for security, including how you might implement an access control system if you do not already have one installed in the building. Security is incredibly important for startups, which often deal with sensitive information or plans.
• Budget for high-quality furniture, office supplies and stationery. Purchase only what is necessary and rely on renting for pieces that you cannot yet afford or can easily be unloaded on an outside contractor. Vendors should be arranged for everything from staples to snacks to copiers.
• Make sure your space is ready for visitors. If you plan to bring investors or members of the media inside, their experience will be crucial in how they view your business, so make sure you have solid, modern interior design.

Sample Checklist for Large Offices

Whether you’re part of an established corporation or a small office making the jump to a big one, moving into bigger spaces presents its own set of challenges. There are many departments and even more people in large firms, which means that space should be organized smartly and efficiently. Pay attention to these details:

• ‍Decide whether to use separate areas for each department or to opt for a more centralized layout. Security, sociability and ease of use should all factor into this major decision.
• Make sure there is easily accessible parking or transportation resources within your building’s vicinity.
• ‍When it comes to choosing between open space and private offices, spend time thinking about what suits your business model more. Thankfully, it’s not black and white — you can do entirely one or the other, but you can also choose to place an emphasis on both styles of working, which might make your office feel more social .
• Create meeting rooms for customers and partners, which can also double as conference rooms. Pay attention to the technology and design details within these spaces, which can make your business look even more professional.
• Designate common areas where employees can interact. There are the typical spaces such as kitchens and conference rooms, but you can also install a lounge with comfortable seats and plenty of table space for a place to work away from a desk.
• Implement an access control system and decide how it can be implemented based on the setup of the office. The more complex your layout or hierarchy is within your organization, the more layered the access to assets and information will have to be. However, even complex offices can be given access control without much difficulty.

Taking the Next Step

Although moving into a new space can be stressful under even the most ideal circumstances, the benefits of a move often outweigh the drawbacks. Small businesses and startups can benefit from the professionalism and legitimacy that an office space provides. Larger offices, meanwhile, can completely reinvent the boring layouts that are favored by tradition, but not by employees.

Finally deciding to move from your current space to a new one is a tough decision that ensures more work on your end, but planning ahead properly will only make the undesirable parts of this process easier and less stressful. Before you move, make sure that you’re relocating to the best possible space, that you are sticking to a reliable budget, that you have a plan for when you arrive, and that you are ready to reopen as soon as possible. With a proper checklist, moving is no longer a hassle — it can be a positive experience.

Download the Office Cleaning Checklist

Our chat with Managed by Q, summarized in one downloadable list.

10 Modern Startup Offices

10 modern startup offices you have to see to believe.

These startups are not only taking the New York and the U.S by storm, their startup offices are making a splash in the design world. Whoever said cubicles and white walls are elements of great design could not have been more wrong. It takes creativity, ingenuity and great taste to make any space modern and great. Not only are these startups revolutionizing their particular industries, they are also taking their office design and decor to the next level.

Projective Space

Projective Space is among the trendiest coworking spaces in NYC . It features high ceilings, dark hardwood floors, open spaces, and lounge areas that create a homely and comfy feeling. What makes this coworking space so innovative is their minimalist and urban details – when you are at their space, check out their keyless office access .

Intent Media

This relatively young company took New York by storm in 2009 and has become a leader in retail media and commerce advertising. What is special about their office is the open concept design. Their minimalist design and attention to industrial details makes this space truly unique.

As its name indicates, The Farm is a rustic oasis in NYC. This co working space truly stands out thanks to its thematic accents. The barn inspired doors, and wood furniture give this space a rustic feel. If you want to leave the city without stepping outside of Manhattan, this is the place to go.

Styleseat makes looking your best easy and effortless. Their mission is to make beauty experts accessible with a click of a button. Their focus on beauty greatly translates into their San Francisco office. Open space is beautified by wood beams and a slick glass balcony. The office is also decorated with plants and wood beams to create a warm and natural feel.

Awesome is among the top design agencies in NYC. This great space features modern glass offices, minimalist furniture, high ceilings, and industrial elements. Its emphasis on minimalism and attention to architectural design and human centric technology makes the office truly beautiful and an eye-pleaser.

Kargo’s combines seamless experiences with brand advertising to create one of the best marketing platforms. Their focus on interactive user experiences translate into their startup office design. The strategic use of orange in different parts of the office matches their logo and their website’s color scheme.

Bark & Co

Bark & Co’s love for dogs goes beyond providing them with treats, and dog-friendly vibe translates in their relaxed and friendly office atmosphere. Their white furniture along with gray and red accents exudes a contemporary atmosphere. Plus the spacious kitchen and open layout makes it a great startup office to work .

In the span of 2 years, Skycatch has become a leader in drones and robotics. Aside from dominating one of the most innovative and forward thinking industries, this company also dominates in office design. One of the most distinctive aspects of its office is its pops of color. Unlike other startup offices whose main color scheme are neutrals, Skycatch truly takes advantage of vivid colors such as yellow, green, and blue to brighten the office and its co-workers.

Harry’s is a delivery service selling top of the line razors. With only a few years in the market, this newcomer is disrupting a 30 billion dollar industry. And guess what? Their office is also creating some buzz in the interior design industry. I mean, how can you not want to work at their beautifully renovated Soho loft, where their office features repurposed brick walls, high ceilings glass wall, and modern furniture.

Download the Basics of Office Security

Professional insights on how to secure your workplace.

Tips for a Trouble-Free Transition

Planning an office move is both exciting and stressful—and if you’re an office manager, it’s probably more stressful for you than almost anyone else. Whatever your company’s reason for moving (whether it’s to relocate to a more convenient locale, or to scale the org up or down), the task won’t be a small one. And the breadth of factors to consider can become even more staggering when you’re constrained by a tight budget and/or a time crunch. Luckily, we have a few tips that’ll make your move as frictionless as possible.

Get the Timing Right

Having a sizeable buffer of time before the big move is the key to making the transition less of a hassle. Unless you’re moving into a turnkey, pre-furnished space, you’ll want to start the moving process four to six months before your projected move-in date. We recommend that you pick a convenient time six months in advance—a good rule of thumb is to choose a 2-3-week period in which there are no big client or board meetings and no important deadlines. Check in with stakeholders from each team to find a window of time that everyone can comfortably plan around.

Pick the Right Moving Company

Because there’s so much more that goes into relocating a business than a residence, you’ll want to err on the earlier side when it comes to hiring movers. Aim to hire one to three months in advance, depending on the scale of your move.

Before contacting movers, determine your budget and the type of moving services your business will need. If convenience is king, you may want to look into experienced full-service movers who will take care of everything for you, including packing and unpacking. SMBs in expensive markets like New York City , where office space can cost up to $80/square foot, might prioritize being economical and prefer to get as much done in-house as possible. For this, consider project-based office relocation services.

Once you hire movers, you’ll want to provide them with detailed layouts and floor plans of both your current and your new office as soon as possible. And because you’re better off safe than sorry, take the necessary precautions: Request the movers’ insurance information in advance, and ensure that the floor and walls will be protected to avoid damage during moving.

Communication is Key

The move should interfere with productivity as little as possible, so you’ll want to let employees know about it well in advance. Communicate all crucial details of the move to everyone at the company, so they can take the necessary steps at their leisure.

You should also involve IT team members when touring viable office spaces, as they’ll need to assess the new space and make sure that all the right infrastructure is in place to accommodate your business’s technology. You don’t want to be locked into a lease when you realize that a space isn’t right for your company’s tech needs.

Optimize for organization A big move presents a great opportunity to do a little spring cleaning. When packing up the office, throw away any old materials that are no longer necessary—when unpacking, your future self will thank you. Ditching the nonessentials will make you more efficient, thereby making it easier to stay organized.

Other organizational tips include labelling or color-coding all your boxes, so that you aren’t stuck trying to remember what goes where in the new space. Employees can write their names on their boxes for movers to match to a seating chart and place in the correct spot—this will help avoid a frenzy of people looking for their belongings.

Get up-to-Date

You’ll want to get in front of updating your address information well before relocation, so that you’re not getting mail or clients showing up to your old address. Update your Google business listing at least three weeks in advance; if you’re not eligible to verify changes by phone or email, you’ll need to verify by mail, which can take up to two weeks (and we always recommend building a buffer for those just-in-case situations!) Make sure that any other directories, in which your business is listed, get updated as well and that all clients are notified. Additionally, as soon as your lease terms are squared away, start updating your printed materials—business cards, sales collateral, and anything else with the company address on it.

Above all, make sure you’re giving yourself enough time to prepare for any unexpected considerations that may arise, and that you’re communicating with stakeholders along the way. Though this process may feel overwhelming, our tips above will set you up for a stress-free move. ‍

SquareFoot is a commercial real estate technology firm dedicated to finding the perfect office space for businesses as they evolve. Based in New York City, SquareFoot uses smart tools to aggregate listings throughout the U.S. and Canada.

The Ultimate Guide to Office Operations

Featuring expert advice from office managers & tech specialists.

Office Manager During a Move

When companies have outgrown their space and take on an office relocation project , it is common to hire a project manager. But when the move is complete, who is left to take on daily office operations? Who coordinates with building security and schedules office cleaning services? What about planning weekly happy hours? Catering daily lunches?

Keeping the office running smoothly during a period of rapid growth is no easy task; having a dedicated office manager to ensure the coordination and preservation of your company’s culture , technology, and security is crucial.

Marcie Kowalski , Head of Global Facilities and Real Estate of Turing Pharmaceuticals LLC , is a distinguished professional with years of experience in facility and operations management. She has vast knowledge of what it takes to grow companies in everything from real estate and property management, to company culture and technology processes.

Currently, Kowalski is in charge of finding locations, hiring staff, and building out policies and procedures for her rapidly expanding organization. According to Kowalski, owning such an important part of the business includes “negotiating deals with real estate brokers, project managers, architects, construction managers, and engineering firms.”

Although this may seem like a lot for one individual to take on, Kowalski doesn’t believe in outsourcing project managers or office managers, as it isn’t an accurate reflection of the culture the company is looking to foster. Having someone who “lives and breathes the culture every single day,” is critical to growing and integrating the company culture into every aspect of the business, Kowalski says.

It’s safe to say that Kowalski is an office management rockstar. She’s the heartbeat of the company: she is constantly working both behind and in front of the scenes to ensure her company is running smoothly. She’s a champion of the office culture, a promoter of a positive work environment, and an advocate for great technology.

With the help and insights from Kowalski, we’ve put together 3 tips for office managers who are looking to be a company rockstar.

Tip 1: Be Adaptable and Agile

At a growing startup, change is inevitable; you’re constantly hiring, moving offices, adjusting your culture, adopting new technologies, and so much more. Owning such a large part of the ever-changing atmosphere at a company requires office managers to be able to easily adapt to new situations and be agile in their task management. There’s no doubt it’s a lot for one person to own, so being organized and having good critical thinking skills is imperative.

Your agility as an office manager is crucial to ensuring the success of the company. Your role involves so many areas of the business – operations, facilities, human resources, IT, culture – so being able to quickly pivot from a task in one area of the business to the next will allow you to tackle and own overall growth of the company.

To guarantee this success, no office manager is complete without his or her technology toolkit. For project management, Kowalski suggests Wunderlist , an app that allows you to “get stuff done” by managing your to-do lists, reminders, and errands. For visitor management, Envoy is a powerful and easy-to-use tool. Slack is a widely-used communication tool that gives office managers the ability to monitor company channels and send out updates on the company, team, or individual levels.

The key to selecting the right tools for your company is to understand the needs of your company; office management tools are not a one size fits all solution. Once you’ve established this, your use of the tools you select allows you to adapt to and complete your tasks quickly, efficiently, and seamlessly.

Tip 2: Talk to and Communicate With Co-Workers Everyday

In a startup environment where everyone is scrambling to accomplish as much as possible as quickly as possible (especially office managers), maintaining strong communication between teams can easily fall by the wayside.

Everyone from interns to managers to the CEO should be part of your communication strategy with the company, as they are all dependent on you whether they realize it or not. While you may not need to update everyone in the company on a daily basis, you should at the very least be keeping the company in the loop by letting them know of changes you are implementing that will impact their day-to-day work experience. By communicating with employees, you’re establishing expectations with your peers and ensuring that they’re never caught off-guard by changes.

Outside of communicating your efforts with the company, you should be in contact with teams within the organization that you can leverage or work alongside to streamline your efforts.

For example, IT managers and office managers are often thought to have two completely different roles when, in fact, they have many of the same job responsibilities such as office security and access management.

“It is not uncommon for an office manager to do what the IT manager does, so it’s important for them to work and communicate closely as the company grows,” says Kowalski.

Because facilities are often an organization’s largest expense that falls under the non-revenue generation category, Kowalski stressed that it’s critical to have a direct line of communication with the COO and CFO to set proper expectations. As an office manager, you are in charge of emphasizing why daily operating costs are needed and how they correlate to company growth.

Tip 3: The Office Manager’s ABCs – Always Be Considering

At the end of the day, office and facility management demands a lot from managers. When you’re asking one individual to take on such a variety of duties – from reordering office supplies to installing a new security system, to choosing a new office space, to letting the company know that lunch is being served – it’s easy to feel stretched thin and short of creativity.

To tackle this, Kowalski follows the ABC principle: “Always Be Considering.” For her, everything is an opportunity to spark a new idea for tackling her job in a fun, creative way. “I can go to Starbucks, be staying at a hotel, or be reading a magazine, and something may catch my eye and trigger inspiration. I’ll think ‘Wow, I can apply this to my office.’”

Not only is Kowalski always learning from her day-to-day role at her company, she’s following the ABCs to optimize the impact she has.

When Kowalski has time to do some proactive learning about office management, however, her favorite reads are:

• Space Planning Basics
• Architectural Digest

Being an office manager is an ever-changing role, especially in the startup environment. You have hundreds – if not thousands – of job duties, many of them invisible to the average employee. During an office move, your responsibilities are multiplied and the impact of your actions are magnified. By remaining adaptable and agile, open to communication, and mindful of the inspiration around you, you’ll establish yourself as the badass office manager who’s running the show.

Interior Design for Office Moves

Thomas Jensen’s clean office interior aesthetics, with his emphasis on open windows, airy, shared workspaces, and shafts of light, define JIDK ’s approach and the firm’s goal of creating “happy and bright offices that are healthy for people to work in.” Jensen has been working with the restrictions of NYC real estate landscape, since 2008, to help improve the offices of major tech companies and entertainment startups. As a middle man and communicator, Jensen is concerned with ensuring smooth office relocation process for his clients.

On a personal level, my daily responsibilities involve communicating decisions and needs. At JIDK, I am the middle person between specialists and clients where I communicate the needs of the clients and translate these needs or requests into actionable plans and details for the specialists – architects, interior designers.

He discussed the disconnect in information that affects the stakeholders during the moving office process. Jensen also shared the tips and lessons he has gained from his experience in commercial office design.

Understanding The Office Relocation Process From The Perspective Of An Interior Design Service

Office relocation typically takes about 6 months from start to finish. There is usually 2-3 months of preparation meetings, design, lease negotiation and permit filing before any construction begins. Depending on the size of the project and the condition of the site, construction usually takes about the same amount of time. After the client moves in, JIDK likes to spend about a month conducting follow ups and tweaking the site to make sure the client is satisfied.

When the client first signs on, Thomas sits down to discuss their brand identity and vision for the new space. “We meet our clients first to get to know their values and needs better. They have a good story to tell and these narratives often serves as a good inspiration fodder for us.”

At their earlier stages, Buzzfeed positioned itself as an undercover detective agency, investigating and scooping on good stories and news. In response, Jensen was inspired by Kar Wai Wong’s 1950s cinematic renditions of Hong Kong offices , seen in the The Mood For Love.

The design philosophy of JIDK is simple. They take a fluid and organic design approach, which manifests in Jensen’s personal vision of an office.

Personally, I believe the office is part of a fluid lifestyle. It is not static but evolving where the office is multi functional in its needs, accommodating organically to its people lifestyle

For more tips on coworking space design , do not forget to check out our article.

How Not To Work And Why It Affects The Office Moving Process

Clients often wrongly perceive an office relocation project as a home relocation project.

“Planning an interior design strategy for an office differs from planning an interior design for a home.” He said that with moving and planning a design for a new office, there are often various factors and considerations that come into such planning. The company’s working style. The office layout. The test fit drawing of the physical office. The identity the company wants to portray to the visitors. “To believe that the process of planning for an office is synonymous to the process of planning for a house would be problematic.”

Enterprise technologies and design are unlike home technologies and design. It requires more planning and researching where it helps to incorporate new technologies early in your office design strategy. As with design and new technologies, incorporating IT and office interior design later in the process is often tricky and complicated. “Technology is often seen as an accessory but it is a tool that should be planned early on in the design process.”

Getting an expert to facilitate with office moving, too late in the process.

One area where clients often mistake: they try to research the office moving process alone, without the help of experts. The time taken to research the office relocation, in-depth knowledge and technical literature of each individual process – leasing, brokerage, architecture consulting to interior design – could otherwise have been more efficiently used for everyday business operations.

When you get an expert as soon as possible, it really helps to ease the workload and pressures of moving an office.

How To Work And Why It Matters For Your Moving Office

The ideal client is self aware of its corporate identity and new office space.

In Jensen’s experience, an ideal client would have a new office space “with great light and empty to space to work from. They would also have a strong identity of their firm, where they would know what they want.”

Looking at a test-fit plan is crucial to understanding your new space. As with the nature of the human eye, “there is human error when it comes to visualizing and judging an empty space so a test fit space plan is important for any interior architectural team to ascertain the amount of square footage of an office space.” Most often what happened without proper test fit of an office is: a client walks into the space thinking that they can fit a certain number of desks. The reality is they often overestimate – or underestimate – the potential of their office space.

Client knows what they want and is transparent about their office relocation process and information.

“When it comes to renovating an office, it is crucial to be transparent about the process to both the stakeholders – brokers and interior design consultants. Clients should check with brokers on renovation restrictions of their office space.“ He mused and insightfully added, “It is a matter of managing expectations of the different players.”

Parting Thoughts

Jensen ended with five tips to ensure a smooth office relocation.

• Bring in experts early in the process.
• Assign a project manager to be in charge of the office relocation.
• Be realistic and transparent with the landlord and broker. Whatever your budget is, be transparent about it.
• Use test fit and visualization.
• Incorporate technology early in your plan.

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Best Practices For Office Relocation Project

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Moving an office can be frantic, stressful, and overwhelming without proper planning and preparation. If you’ve never moved offices, you might be unsure of where to begin or what to look for in a solid strategy. This post is here to give you the guidelines on the best practices for executing an office relocation project plan and checklist so that your next office transfer will go well.

Table of Contents

Create an Office Relocation Project Plan

An office relocation project plan is a systematic document that lists and describes each step required to execute an office transfer . This plan’s level of depth might vary, but it normally includes:

Information on the personnel responsible for the transfer

• An inventory
• A timeframe
• How you’ll inform everyone who the move will impact
• The destination
• The moving date

Generally, you will need at least three months to be ready for a modest move and a minimum of six to eight months for a medium to large-sized business.

The idea is to get started on the planning as soon as you can. Key details are less likely to be forgotten if a timeline with all the required steps for the transfer is created.

Obtain a floor plan for your future premises to select the new layout and seating arrangement. It’s ideal to have a broad blueprint of your current office space as well to make a comparison of the two.

By doing this, you’ll be able to pinpoint any aspects of your existing office space that need improvement so that you may fix them at your new workplace.

A successful workplace move depends on careful planning and organization, just like any other large undertaking. You can ensure that all necessary chores are accomplished in time by outlining each stage in the moving process.

The transfer is effectively accomplished on time and within the budget when a sound project plan is used, thus minimizing downtime and productivity loss.

Please note that moving management software can also speed up the planning process and keep track of all the logistics.

Call a Moving Company Early

A professional moving firm with experience in office relocation projects is necessary for a move of this size. Do your homework and speak with several qualified and authorized moving companies. Incorporate this as early as you can into your schedule .

You can also use some of the top apps for moving furniture to help ease the burden of moving. With the help of the best app for moving furniture , as stated by Agoyu, you can arrange your move at a reasonable price, discover experienced movers, and get quotes.

By spending the time to select a reputable moving company, you can minimize the stress of your relocation and have access to reliable expert advice and assistance.

Gather the Troupes

Getting everyone on board for the major relocation might be difficult since some individuals are inherently opposed to change. It is crucial that the team has a positive outlook on the change, and it is the project manager’s responsibility to set an example and generate anticipation for the occasion.

You can reduce any anxiety over the move by keeping the team up to date on the moving plans during team meetings and providing them an opportunity to ask questions.

List Your Contacts

Even the most well-ordered project manager could forget to make a contact list if they become too preoccupied with other moving-related activities. That’s why it is a good idea to delegate this responsibility to another team member and ask them to ensure that all parties with whom your company transacts business—suppliers and clients alike—are aware of your impending move.

Customers and suppliers will value the consideration and notice if there are any service interruptions on your moving day. A successful workplace move requires extensive planning. But it doesn’t have to be difficult if you approach it step by step.

Office Relocation Checklist

• Look at the lease for your business property. It’s possible that you may lose your security deposit if you depart earlier than expected. During the transfer, there is a possibility that you may be held accountable for any damage to the property or broken items that may occur. Ensure that you are up to date on the situation.
• When searching for a new location for your company, keep in mind the requirements for long-term viability and future expansion. This involves the layout of the workplace as well as the technological needs. As well as how they will benefit your employees. IT, data, computers, and connections. Think about how you will move your electrical equipment and IT without disrupting the operation or causing it to slow down.
• Organize a group of people capable of job delegation and taking responsibility for the relocation process to serve as your planning team.
• Start by requesting estimates from a number of different moving companies. So that you can select the one that provides the greatest service and the most bang for your buck.
• Determine whether or not you need to get relocation insurance for the essential apparatus and equipment.
• Set your moving budget to help minimize overpaying
• Obtain a comprehensive floor layout for your new location.
• Take some measurements of the new office area and map out how you want to organize everything there.
• Plan for the office relocation checklist. Do you have the necessary resources to ensure a smooth transition? It is essential to have a well-organized plan in place to minimize the amount of downtime experienced by the company throughout the relocation process, regardless of whether you are relocating into a coworking or new office space.

Business Developmeny Manager at PAS InfoCom Technologies Ltd.  Experienced in project management with a demonstrated history of working in the information technology and services industry.

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Relocation Of Office Project Plan Template

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Relocating your office can be a daunting task, with so many moving parts to coordinate and manage. But fear not, because ClickUp's Relocation of Office Project Plan Template is here to make the process a breeze!

Our template is designed to help you effectively manage every aspect of your office relocation, from start to finish. With this template, you'll be able to:

• Determine the scope of the project and create a comprehensive timeline
• Coordinate with vendors and suppliers to ensure a seamless transition
• Coordinate IT and infrastructure setup to minimize downtime and maintain business continuity
• Ensure a smooth transition for your employees, with clear communication and support

Say goodbye to the stress and chaos of office relocation. Try ClickUp's Relocation of Office Project Plan Template today and make your move with confidence!

Relocation Of Office Project Plan Template Benefits

Relocating an office can be a complex and daunting task, but with the Relocation Of Office Project Plan Template, you can ensure a seamless transition. Here are the benefits of using this template:

• Streamline the relocation process by clearly defining the scope, tasks, and responsibilities involved
• Create a comprehensive timeline to keep everyone on track and ensure all necessary steps are taken
• Coordinate with vendors and suppliers to ensure a smooth transition and minimize disruptions
• Plan and coordinate IT and infrastructure setup to ensure a seamless transition for employees
• Minimize downtime and maintain business continuity by carefully managing the relocation process.

Main Elements of Relocation Of Office Project Plan Template

When planning an office relocation, ClickUp’s Relocation Of Office Project Plan template is your go-to tool for effective project management and coordination. Here are the main elements of this template:

• Custom Statuses: Track the progress of tasks with three custom statuses: Complete, In Progress, and To Do, ensuring that all relocation activities are well-managed and on track.
• Custom Fields: Utilize custom fields to capture and organize essential information related to the relocation project, such as vendor details, infrastructure setup requirements, employee transition plans, and more.
• Different Views: Choose from three different views to visualize and manage your relocation project. The Doc view allows you to create and collaborate on project documentation. The Board view provides a Kanban-style board for visualizing and managing tasks. The List view offers a comprehensive list of all project tasks, enabling you to track progress and make updates efficiently.

With ClickUp’s Relocation Of Office Project Plan template, you can streamline your office relocation process, ensuring a smooth transition and minimal downtime for your organization.

How To Use Relocation Of Office Project Plan Template

Relocating an office can be a complex task, but with the help of the Relocation of Office Project Plan Template in ClickUp, you can streamline the process and ensure a successful move. Follow these steps to make your office relocation as smooth as possible:

1. Plan and organize

The first step in any office relocation is thorough planning and organization. Start by assessing your current office space and identifying the key requirements for your new location. Consider factors such as the size of the space, accessibility, and any specific needs or preferences of your team.

Use the Gantt chart feature in ClickUp to create a visual timeline of all the tasks and milestones involved in the relocation project. This will help you stay on track and ensure that all necessary steps are completed in a timely manner.

2. Coordinate with stakeholders

Office relocations involve multiple stakeholders, including employees, vendors, and service providers. It's important to communicate effectively with all parties involved and keep them informed throughout the process.

Create tasks in ClickUp to assign responsibilities and deadlines to different team members. This will help ensure that everyone is aware of their role in the relocation and can contribute to the project's success.

3. Execute the move

Once all the planning and coordination is complete, it's time to execute the actual move. This includes tasks such as packing and labeling boxes, disconnecting and reconnecting IT equipment, and coordinating with movers or transportation services.

Use the Board view in ClickUp to create a visual representation of the different stages of the move, such as "To Do," "In Progress," and "Completed." This will allow you to easily track the progress of each task and ensure that nothing falls through the cracks.

By following these steps and utilizing the features of ClickUp's Relocation of Office Project Plan Template, you can ensure a smooth and successful office relocation.

Get Started with ClickUp’s Relocation Of Office Project Plan Template

Companies or organizations planning to relocate their office can use the Relocation Of Office Project Plan Template in ClickUp to effectively manage and coordinate all aspects of the relocation process.

First, hit “Add Template” to sign up for ClickUp and add the template to your Workspace. Make sure you designate which Space or location in your Workspace you’d like this template applied.

Next, invite relevant members or guests to your Workspace to start collaborating.

Now you can take advantage of the full potential of this template to plan and execute your office relocation:

• Use the Doc View to create a comprehensive project plan, including the scope, timeline, and key milestones
• The Board View will help you visualize and manage tasks in a Kanban-style board, allowing you to track progress and move tasks across different stages
• The List View provides a detailed overview of all tasks, allowing you to prioritize and assign responsibilities
• Customize the template by adding custom fields to capture specific information relevant to your office relocation project
• Organize tasks into three different statuses: Complete, In Progress, To Do, to keep track of progress
• Update statuses as you complete tasks to ensure transparency and accountability
• Monitor and analyze tasks to ensure a smooth and successful office relocation.
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7 Steps to Follow When Developing an Office Relocation Project Plan

Mitch Montoya

• July 4, 2024

Moving an office is not easy, but with proper planning, it can be smooth and stress-free. Whether expanding the business, changing scenery, or requiring a better work environment, the process requires careful planning and execution. This guide will provide seven essential steps to help you develop a comprehensive office relocation project plan.

Step 1: Assess Your Needs

Logistics is a crucial component of moving, but it is also essential to understand why you’re relocating and what new things you need to make your space more efficient. For example, you may be looking for more room, better facilities, or a more convenient location in your new office. Assessing your needs involves:

● Analyzing Current Space

Evaluate your current office and identify what works and what doesn’t. The analysis will help you avoid past mistakes and retain beneficial features.

● Future Growth

Think about your company’s growth and success, and then try to accommodate the new space for future expansion.

● List Out the Priorities

Identify the most critical things and list all your new office’s essential features, such as conference rooms, break areas, or accessibility features.

Step 2: Create a Detailed Budget

Budget is essential in every move, and creating a detailed budget is the most critical step in planning your  office relocation . It’s easy for costs to spiral out of control without a well-thought-out budget. Below are some of the ways you can develop a practical budget:

● Consider hiring office moving companies and estimate the cost of relocation services, transportation, packing materials, and potential downtime.

● Sort out the account for new office expenses. These expenses may include new furniture, renovations, IT setups, and utility deposits.

● When making a budget, always set aside a portion for unexpected expenses that may arise during the move.

Step 3: Develop a Timeline

Create a timeline to ensure every aspect of your move is on track. Break down the relocation process into manageable phases and set deadlines for each phase to simplify things. Develop a timeline that should cover the following:

● Planning Phase – Time to research office relocation services and finalize the new office space.

● Preparation Phase – Period for packing, notifying stakeholders, and preparing the new office.

● Execution Phase – The actual moving days and setting up the new office.

● Settling In Phase – This phase is important as it provides you time for unpacking, arranging new office, and addressing any issues.

Step 4: Assemble Your Team

An office relocation requires teamwork. Assemble a team with clear roles and responsibilities to oversee the process. Key roles might include:

● Project Manager: Oversees the entire move, ensuring all tasks are completed on time and within budget.

● IT Coordinator: Manages the relocation of technology and ensures minimal downtime.

● Facilities Manager: Handles the logistics of the physical move and the setup of the new office.

Step 5: Find the Right Office Relocation Services

Choosing the right office relocation services can make or break your move. Look for a company that:

● Has Experience: Ensure they have a proven track record with  office relocations.

● Offers Comprehensive Services: The company should cover all aspects of the move, fromm packing and transportation to setting up your new office.

● Provides Insurance: This protects your assets during the move.

Step 6: Plan the Layout of Your New Office

A well-thought-out office layout enhances productivity and employee satisfaction. When planning your new office layout, consider:

● Space Utilization: Maximize the use of available space while ensuring a comfortable work environment.

● Flow and Accessibility: Ensure that the office layout supports smooth workflow and is accessible to all employees.

● Personalization: Allow for customization to meet the needs of different departments or teams.

Step 7: Communicate with Stakeholders

Clear communication with all stakeholders is crucial for a successful move. Keep everyone informed about the relocation process, timelines, and expectations. Stakeholders include:

● Employees: Regular updates help reduce anxiety and prepare them for the change.

● Clients and Partners: Inform them of any potential disruptions and provide updated contact information.

● Service Providers: Notify utility companies, internet providers, and other essential services about your move.

Step 8: Execute the Move

On a moving day, coordination is key. Ensure that everything goes according to plan by:

● Supervising the Move: Have your project manager oversee the entire process, ensuring all tasks are completed.

● Checking Inventory: Keep track of all items being moved to ensure nothing is lost or damaged.

● Setting Up the New Office: To minimize downtime, useh essential services like IT and utilitiee.

Step 9: Settle In and Evaluate

After the move, it’s time to settle in and evaluate the process. This involves:

● Unpacking and Organizing: Ensure everything is set up and working correctly.

● Conducting a Post-Move Evaluation: Assess what went well and what could be improved for future relocations.

● Seeking Feedback: Get feedback from employees on the new office setup and the relocation process.

Office relocation doesn’t have to be a stressful ordeal.Followingg these seven steps, you can develop a comprehensive planensurings a smooth transition.Each step is crucial for a successful move, fromm assessing your needs to settling into your new space. Remember,meticulous planning and clear communication are the key to a successful office relocation. Feel free to connect with Priority One Logistics LLC .

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Office Move Excel Project Plan

• See a screenshot of the template

What's in the plan?

How to use the template.

• Download the Office move plan

• Acquiring the property
• Space planning
• Construction drawings
• Contractor procurement
• Contractor bid process
• Assessing the new building
• Install network and cabling
• Install security system
• Inventory of hardware
• Fit out furniture etc
• Packing up existing office
• New office signage
• New office travel, parking info. for staff
• Post move checks
• Training on new equipment

What you might need to add to this plan

• Hot desk areas
• Moving meeting rooms
• Fitting out communal areas
• Purchasing a pool table
• Kitchen/refreshment areas
• Car park access & signage
• Move of reception & up of new

Duration and dates in this plan

How to set up your gantt chart.

• Enter the name of your project in cell A1.
• Enter the start date and today's date
• Enter your name or organization in the 'PM' field.
• Check the Settings tab and adjust the settings if you wish. We recommend leaving the default settings.

How to add new summary and sub-tasks

• Start entering your tasks. You can add new tasks or overwrite the existing tasks.
• Give each task a unique ID. For summary tasks use whole numbers.
• Enter the start and end date.
• The days planned, elapsed, remaining and overrun will calculate automatically!

How to insert additional tasks

• Select the row where you want to add an additional task, right click and select 'Insert'.
• Give the task the next unique ID e.g. if the previous task was 1.4 number this task 1.5. It is best practice to align the numbering of tasks in your project plan with the numbering in your Work Breakdown Structure (WBS) .
• The Work Days Planned, Elapsed, Remaining and Overrun will calculate automatically!
• Update the numbers of the tasks below, so each tasks has a unique ID.

Download the automated Office Move Excel Project Plan

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How to Plan an Office Move: 8 Steps to a Stress-Free Workplace Relocation

Over the last few years, we’ve seen the demand for flexibility, productivity and a workplace that enhances company culture in a hybrid world force businesses of all sizes to reconsider their office plans – and for many that means relocating.

An office move brings with it not only the logistics of moving the business from A to B, but also stakeholder management, workplace strategy and business continuity plans that need to be considered long before the boxes and labels are out. With all this in mind, it’s unsurprising that the very thought of finding a new workplace has become synonymous with uncertainty and stress.

Thankfully, we’ve worked on our fair share of office moves – so if you’ve decided it’s time to relocate and you’re wondering where to start, we’ve put together a step-by-step guide to help you navigate the complexities of relocating.

The following steps will assume you have already determined your business case for the move and identified your space requirements , but if that’s not the case and move-in day is still a way off, our Office Relocation Guide & Checklist details everything you need to know before you get started.

How long does an office move take?

An office move should be planned approximately 12 months in advance for a 10,000 sq ft project. You can usually add or subtract six months per 5,000 sq ft. However, the scale of your project will typically determine how long it takes to plan, manage and complete your move.

What do I need to know before thinking about an office move?

The most important thing to do before moving office is to check the lease on your current space to help you understand your legal requirements and determine when it is you’re able to terminate. Most property leases last for 5-10 years, so make sure you check the following:

• When your current lease expires • If there’s a break clause • Required notice period • How you’ll need to serve notice

By checking all of the above in relation to your existing space, you’ll be able to set a deadline for your relocation.

These are the major relocation project milestones with their approximate duration. For projects of a larger scope, these stages may take longer.

Step 1: Define budgets and costs

An office relocation will likely be one of the largest investments your business makes, and with all of the building-related costs, logistical fees and capital expenditure it can be very easy to run over budget.

Break your move down into the different cost categories and aim to get a range of quotes for each in order to draw up a detailed budget for the entire project. We would typically recommend five core categories for your potential expenditure:

• Building-related (e.g., rent, maintenance, dilapidations) • Advisory fees (e.g., property agents, legal advice, audits) • Capital expenditure (e.g., fit-out, IT infrastructure, furniture) • Logistical fees (move management) • Soft costs (e.g., insurances, staff training)

As a part of this step, you may want to explore cost savings to maximise the value and savings from the project. This could be different lease options, allowances (e.g., sustainability) or landlord contributions.

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Step 2: Assemble your team

There are a lot of moving parts that come with an office move, and it will likely have a substantial impact on everyone in the business. To ensure the right decisions are being made and that everyone is working towards the best possible outcome, it’s helpful to define roles and set responsibilities for all key departments.

These departments will look different for every business, but as a starting point you’ll need to consider how each team will be impacted, the role they’ll need to play and who your key stakeholder is going to be.

Step 3: Appoint your design and build partner

Once you have your building, your design and construction teams will turn the empty shell of the interior into an operational space for your team. This transformation is where the majority of your costs will be spent, so it’s important to have the right team.

Here are a few things to consider when looking for the right partner to support your relocation:

• Do they work on a fixed and transparent budget? • Do they offer workplace consultancy as part of the design? • Do they guarantee on-time completion? • Are they financially stable? • Do they have examples of previous projects similar to yours? • Do they have environmental credentials? • Are they aware of the legal requirements of the project? • Do they have health and safety experts?

Step 4: Review IT requirements

Your IT relocation will be one of the most important things to get ahead of when planning your office move. Due to the timelines that come with installation, you’ll want to get started as early as possible and begin working with your internal or external project managers to ensure you’re able to have everything up and running from day one.

Your relocation plan should include (but not be limited to):

• A site visit of your new space to review requirements • Contacting all providers ahead of your move • An audit of all equipment and documents • A business continuity plan • Labelling everything (including cables, monitors and any AV accessories)

We’d usually recommend a soft launch ahead of move-in day, while having contingency plans to work remotely for key members of staff is also a good idea to act as a safety net for any initial complications.

Step 5: Review your storage needs

Storage is often overlooked when it comes to an office move, which causes organisational issues further down the line. Whether it’s documents, housekeeping or personal storage you require, getting ahead before the move will boost efficiencies and improve the overall experience in your new space.

Look at how much you’re currently using and whether requirements might grow in the future. If you think you’re going to need more than you have available in your new space, consider external storage options for the items you won’t need day-to-day.

Step 6: Communicate your move

An office move is an exciting time for a business and its people, but a new location and environment can potentially cause anxiety and uncertainty among employees. To help mitigate that risk, it’s important to communicate relocation plans with the team once the project is underway. Not only does this aid in ensuring things move smoothly, but it provides the opportunity to engage your teams and find creative solutions to their departmental requirements.

In some instances, it’s the law to inform stakeholders about any direct changes involving your staff, so when communicating your move make sure to also consult any regulators, board members or parent/sister companies.

Step 7: Select move champions

Move champions are an important piece of the relocation puzzle. In larger businesses, we would recommend selecting a champion from each department to help ease the natural burden that comes with the adaptation to your new office.

They can be troubleshooters for the rest of the business in the first few days, and support general introductions to the new space with office tours for different teams to help them familiarise themselves with their new surroundings.

Step 8: Get set for move-in day

With so much to manage on the day itself, there are a few things we would recommend doing to make the launch as smooth as possible.

• Give yourself enough time to pack – ask your movers to drop off boxes and crates a few days before to ensure everyone has enough time to pack personal items ahead of the day. • Set up your redirects – ask every department to run through their list of suppliers and issue a friendly reminder a week before so that everything will be sent to your new office from day one. • Label everything – if you’re relocating to a large space across multiple floors, we would recommend a format for your labels (such as name, team and floor).

There are several key reasons a business may be looking to relocate, but regardless of whether it’s a strategic change or a result of the economic landscape, a new space is an opportunity to transform your business and refresh processes, habits and productivity.

Planning your office move in as much detail as possible is the best way to ensure that your new space can start acting as a catalyst for positive change from day one.

The Office Relocation Guide and Checklist

A workplace move is an opportunity for huge positive change: find out how to best harness the potential of office relocation by utilising our time-tested tools, strategies, and checklists.

Get in touch if you are planning an office relocation

020 7553 9500, [email protected].

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Office Relocation Project Plan

How do you even start project planning an office move? The answer is one step at a time. This Office Relocation Project Plan offers step-by-step instructions that will save you time and help you plan a smooth relocation.

Plan your Office Relocation with this FREE Download

The success of any office relocation is based on solid project planning right from the very start. This Office Relocation Project Plan gives you a clear set of step-by-step instructions, tasks and things that need to be completed to accomplish a smooth transfer to your new office.

Being responsible for project managing your company's office move is no easy feat! The team at Help Moving Office has created the perfect solution; a template that maps out all the tasks that lie ahead, as well as the basic strategic and operational requirements that need to be fulfilled. 

The Office Move Planner will enable you to:

• Make the big (and right!) decisions about your office relocation
• Find out the key dates that need to drive your office move to a successful completion
• Develop a clear property brief to help you find the right office space
• Put together the right Relocation Project Team to manage your move
• Organise your office design & fit-out so it happens on time and on budget
• Transfer your IT equipment without any disruption or IT disasters
• Select the right Office Removals Company and then organise the run up to the move day itself
• Allocate the right budget to your office relocation

Moving your office to a new location does not need to be a stressful experience. The best way to plan your office relocation is to do do one step at a time. This is exactly what the Office Relocation Project Plan does for you.

By asking yourself some simple questions and following the steps in the Office Relocation Project Plan you will go a long way to ensuring that your office move is timely, on-budget and hassle free.

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The Ultimate Office Move Checklist: A Guide to Relocating with Confidence

• February 1, 2024
• Office, Facility & Laboratory Moving

Want to leave your current office space and into a new space? Buckle up, it’s gonna be a ride! Navigating the complexities of an office relocation can feel like scaling Mount Everest in flip-flops – daunting and chaotic. But a strong plan and preparedness can help with your office relocation.

This comprehensive office relocation checklist is your sherpa. It guides you through every step with expert advice. Whether you’re moving locally or across the country, this roadmap will ensure a smooth transition to your new office space.

Planning Your Summit: The Pre-Move Essentials (4-6 Months Before)

1. form your moving expedition .

It’s time to assemble a dedicated moving team. This team will oversee the entire office relocation process. Ideally, it will include representatives from IT, HR, and Facilities to ensure a well-rounded planning team. 

Bonus Tip: Consider utilizing project management software to track your office relocation checklist progress, assign tasks, and stay organized throughout the process.

2. Map Your Route

Define your relocation goals. What are your expectations and needs for the new office space? Understanding your “why” will guide your decision-making throughout the process. Your reasons can be anything from reducing costs to increasing collaboration. 

Once you know why you are moving, you can make choices on your budget, location preferences, and office size requirements. 

3. Scout Your Base Camp

Start your new office space search! Visit prospective spaces with your moving team. You should consider accessibility, amenities, and potential renovations during your office tours. You’ll also want to review the commercial property lease to avoid surprises.

4. Secure Your Provisions

Negotiate your lease and finalize contracts for your new office space. Don’t forget to budget for moving costs, IT systems, or new office furniture. You’ll also want to consider gathering packing supplies like packing paper and packing tape.

5. Raise the Flag

Announce the office move to your employees well in advance. Communicate the moving date and new office location. Consider providing an office moving checklist to ease their transition.

Preparing for the Climb: The Packing Marathon (2-3 Months Before)

6. inventory your gear.

Conduct a thorough office inventory of your entire space – furniture, equipment, files, even coffee mugs! Create a detailed spreadsheet for easy reference.

7. Purge and Prepare

Declutter ruthlessly! Discard outdated equipment, excess office supplies, and unnecessary files. The process reduces your moving load and streamlines your new office space.

8. Label Up!

Invest in high-quality packing materials. You may also want to create a labeling system for easier organization. Color-coding systems are an option to label different departments or floors. You could also opt to write the destination room on the box. 

Regardless of the labeling system, clearly write on every box with its contents.

9. Pack Like a Pro 

Pack strategically. Some items are more essential than other office supplies, so you want to unpack those items first.  Prioritizing essential items creates a smooth first day in your new office. 

You could create “survival kits” with basic office supplies for each employee. It will help ensure employees have the important items they need to work.

10. Don’t Forget the Tech 

Collaborate with your IT team to create a comprehensive plan. You’ll want to consider data backup, server relocation, phone installation, and IT infrastructure setup in your new office space. You’ll need this plan in place before you begin moving to avoid network disruptions.

Scaling the Peak: Moving Day Maneuvers (1-2 Weeks Before)

11. finalize logistics.

Confirm arrangements with your moving company, including parking passes and access protocols for both the old and new office spaces. You’ll also want to schedule and confirm deliveries of office furniture and necessary tech equipment.

12. Communicate the Plan

Hold pre-move meetings with your moving team to ensure everyone has the same understanding of the relocation plan. You should also inform employees about the moving date and their specific responsibilities. The goal is for everyone to know what to expect and where to go.

13. Pack it Up, Pack it In

On moving day, follow your office relocation checklist. Supervise the moving process, ensuring careful handling of fragile items and specialized equipment. 

Hiring professional movers can help ensure special handling of important items. Moving companies also know how to clearly communicate and help you with the moving process.

14. Clear the Base Camp

Organize a final walk through of the vacated office space. You’ll want to confirm no equipment or personal belongings are still there. You should also verify that cleaning services left behind a spotless office.

Reaching the Summit: Settling into Your New Office Space (Moving Day and Beyond)

15. unpack and unwind.

In your new office space, prioritize unpacking essential equipment and setting up key workstations. You may want to designate temporary workspaces until everything is in place.

16. IT Tune-Up

Work with your IT team to establish network connectivity, set up printers and servers, and troubleshoot any technical hiccups. Ensure all IT systems are operational before employees arrive.

17. Layout the Landscape

Arrange office furniture according to your pre-planned office floor plan. A detailed floor plan aims for optimal workflow and collaboration. Encourage employees to personalize their workspace to make the new location feel welcoming.

18. Welcome to Camp New Office! 

On the first day, greet your employees with a warm welcome and a guided tour of the new office setup. It may be a bit hectic as people find their new space and adjust to their surroundings. Be prepared to handle the potential chaos by hosting informational sessions.

19. Navigate the New Terrain

Organize information sessions for your employees. Provide them with essential information about the office. You may want to cover everything from building amenities and security protocols.

20. Foster Connections

Plan team-building activities and social events to help employees bond and adjust to the new office space. Encourage cross-departmental interaction and celebrate the successful office relocation.

21. Unforeseen Avalanches

Be prepared for unexpected challenges! Allocate a contingency budget and designate a problem-solving point person to handle any hiccups that might arise. Adaptability is key!

22. Monitor Your Progress

Schedule regular feedback sessions with employees to gather their impressions of the new office space. Address any concerns and make adjustments to optimize workflows and employee comfort.

23. Celebrate the Conquest!

Don’t forget to mark the milestone! Organize a celebratory event to commemorate the successful office relocation. An office warming party boosts morale, strengthens team spirit, and reinforces the positive aspects of the move.

24. Beyond the Summit

Remember, office relocation is an ongoing process. Regularly review your office layout, technology needs, and employee feedback to ensure your new space continues to support your company’s growth and success.

Additional Office Move Tips:

With this ultimate office move checklist and a healthy dose of preparation, you can navigate the office relocation journey with ease and emerge victorious in your new office space!

Here are a few extra tips to help with your upcoming move:

• Check moving company websites: Hiring a moving company is a serious decision with many factors to consider. Utilize online resources and quotes from trusted moving companies to find the best fit for your budget and needs.
• Meet with financial institutions: Discuss loan options or moving insurance coverage for your office relocation with your financial advisor or bank.
• Update company website: Update your company website with your new office location and contact information to ensure seamless communication with clients and local partners. You’ll also want to update any business listings with your new office address.

This office moving checklist equips you with the knowledge and tools to conquer the Everest-sized office relocation with confidence.

You will need an experienced leader and partner to lead the expedition of moving to a new location. Hiring a reliable commercial moving company can help you with the moving process and staying organized – all without disrupting your business operations. Armstrong is equipped to handle everything from small retail spaces to large industrial warehouses. Reach out to us if you want a professional on your side.

Meticulous planning, clear communication, and a dedicated moving team are your Sherpas to a smooth and successful transition to your new office space. So, take a deep breath, pack your bags, and embrace the adventure!

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